E-mails have definitely become a cornerstone of professional and personal interactions in this modern world of fast-paced communication. However, merely sending out an email might not always be enough. What makes the difference in most scenarios is the follow-up email.
Whether you’re seeking a response to a critical inquiry, waiting for a job offer, or just seeking to maintain positive communication, it is essential to know how to craft and time a follow-up email. In this article, we are going to discuss the follow-up email and offer valuable tips on how to follow up e-mail.
Why Is a Follow-up Email Important?
The follow-up email may serve multiple purposes in the world of digital communication. Primarily, however, it acts as a reminder, reminding the recipient of your initial email. In a hodgepodge of electronic mail, it is easy for important messages to get lost or unnoticed in the “mess”. A follow-up email sent at the right time can help to prevent this.
Is Timing Important?
One of the most common questions when it comes to follow-up emails is, "When should I send it?" The answer depends on the context, but here are some general guidelines:
Wait Patiently: After sending your initial email, wait for an appropriate duration of time before following up.
Set a Deadline: If your initial message includes a specific request or deadline, then it is acceptable to follow up shortly after that deadline has passed. However, always ensure that the deadline is reasonable.
Consider the Recipient: Consider the recipient's schedule and industry norms. For example, professionals in certain industries may have busier schedules, so a longer wait time might be necessary.
11 Tips On How To Follow-up E-mail
Now that the importance of timing has been explained, let us dive directly into the art of creating a follow-up email. The following are tips to take note of when creating an effective follow-up email –
1. A subject line that is clear and concise
Ensure that the subject line of your follow-up email is both specific and directly related to the content of your message. Avoid using ambiguous or generic subject lines like "Checking in" or "Follow-up." Instead, opt for something more detailed like "Follow-Up Regarding [Position] Job Application" or "Regarding Our [Date] Meeting."
2. Start politely
Commence your email politely. If feasible and acceptable in the context, start by addressing the recipient directly with a straightforward "Hello [Recipient's Name]" or "Hi [Recipient's Name]."
3. Friendly reminder
In your introducing lines, briefly reference the previous email or interaction. This will help them quickly recall the context.
4. Restate your purpose
Clearly state the purpose of your email concisely. Whether you're following up on a job application, a project update, or any other matter, be specific and to the point.
5. Provide additional information
If necessary, include any additional information that might help the recipient understand your request or the context better. However, keep this information brief and relevant.
6. Express understanding
Show empathy and understanding in your email. Acknowledge that the recipient may be busy or might have missed your previous message. This demonstrates respect for their time and situation. It also makes them amenable to taking action.
7. Request a response
Politely request a response or action from the recipient. When doing this, use clear and unambiguous wording. Also, when relevant, define a sensible timeframe. For instance, you might express your desire for a response by a particular date, stating, "I would be grateful if you could reply by [specific date]."
8. Offer assistance
Inform the recipient that you are at their disposal to furnish additional information or assist with any queries they might have. Being helpful and accommodating can encourage a positive response.
9. End politely
Just as in the opening, close your email with a polite and professional closing, such as "Sincerely," "Best regards," or "Thank you." Then, sign your name.
10.Email signature
Include your contact information in your email signature. This may be your default signature or one tailored to the specific recipient.
11.Proofread
It is important to proofread your email for any typos or grammatical errors before sending the email. A well-written email looks more professional, is more likely to be taken seriously and to receive a response.
Sample Follow-up Email
Putting the above tips into practice, here is a sample follow-up email –
Subject: Follow up on Job Application for [Position]
Hello [Recipient’s name]
I hope this email finds you well. I know you have a busy schedule and I appreciate the time you have taken to review applications. I kindly request a response by [a reasonable deadline date]. I look forward to your response.
I kindly await your feedback and I am readily available to provide any additional information.
Sincerely,
[your name]
[job title]
[ your company]
[your email]
[your phone number]
Wrapping Up
The art of follow-up emails is a skill to master. Developing expertise in sending follow-up emails is highly valuable in our contemporary digital landscape. That's because it has the potential to elevate your communication, strengthen your professional connections, and propel you towards your objectives.
So, to make the most of your follow-up emails, consistently strive for politeness, professionalism, and clarity in your communication. Through dedicated practice and patience, you can cultivate mastery in using follow-up emails, thus ensuring that your messages stand out amidst your recipients’ the bustling inbox. You can check different kinds of email providers here.